Administrative Officer (Maternity leave replacement)

at  McGill University

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Position Summary:
Manage the administrative activities of the Departments of Music Research and Performance. Perform and organize activities to support the daily
operations of the units concerning; Administration, Academics, Finance and Human Resources. Foster positive working relationships with other
units as well as external organizations.

Primary Responsibilities:

• Actively support the Chairs with academic planning and the fulfillment of priorities for the teaching Departments of the Schulich School of Music: Music Research and Performance.
• Plan, organize, supervise and perform administrative activities supporting the daily operations of the units related to budget/finance, workloads, course offerings, enrollment, course evaluations, scheduling, human resources and accounting/payroll.
• Supervise the departmental Administrative Assistant in managing the day-to-day office administration of the units (includes indirect supervision of the departmental Student Affairs Coordinator).
• Supervise the unit’s Scheduler regarding entrance auditions and exam/recital scheduling as well as administration of the Practical Instruction process.
• Oversee the coordination of workflow within the units regarding academic and administrative processes. Ensure process and procedures are well documented and updated.
• Develop and implement procedures, controls and record-keeping systems for the unit.
• Oversee the human resources for the unit. This includes advising on union matters, academic hiring and related procedures, payroll compliance, online forms and records of employment.
• Provide guidance pertaining to the collective agreements such as; MCLIU, AGESM, AMUSE as well as resolve issues surrounding those various collective agreements.
• Foster positive working relationships and liaise with other units (e.g. other Schulich School of Music units, Enrollment Services, Academic Personnel Office) as well as external organizations (e.g. Marianopolis College).
• Analyze administrative problems, determine course of action, and provide advice to faculty, department or unit on problem resolution. Act as advisor to Area Chairs and Program Coordinators.
• Analyze the financial operations of the units. Ensure accurate and efficient recording of the units’ financial position. Participate in budgetary planning and recommend budget allocations, prepare and submit operating budgets and other financial reports (e.g. monitor operating funds, correct discrepancies, and assist the Administrative Assistant in providing regular reports to the Financial Officer and Chairs).
• Actively support the Chairs on matters relating to merit, sabbatical projections and decisions.
• Provide support and guidance on various special projects and new initiatives such as: implementation of R2R (Work Day), Banner/Minerva upgrades, logic for webforms and database development for Schulich School of Music
• Attend and actively participate in various meetings, training and events. This includes, but is not limited to: Faculty Council, Performance Council, Music Research Council, Performance Area Chairs (PAC), Music Research Area Chairs (MRAC), Academic Committee on Teaching and Programs (ACTP), etc. Makes recommendations and provides solutions

Other Qualifying Skills and/or Abilities:
Preference for a Bachelor’s degree. Knowledge of university administration, policies, processes and student information/financial/human resources systems/services. Demonstrated capacity to manage multiple tasks with tight timelines and competing demands. Ability to work independently as well as collaboratively, including capacity to delegate, within a team environment; strong interpersonal skills. Superior critical thinking skills and initiative essential. Demonstrated ability to research, summarize and effectively present information with strong attention to detail. Expert computer skills required in word processing, database design/management (Microsoft Access, Crystal Reports), Excel spreadsheets, web and online communication tools as well as electronic correspondence. Bilingual in English and French.
Minimum Education and Experience:
Bachelor’s Degree 3 Years Related Experience /
Annual Salary:
(MPEX Grade 04) $62,550.00 - $78,190.00 - $93,830.00
Hours per Week:
33.75 (Full time)
Supervisor:
Professor
Position End Date (If applicable):
2025-07-18
Deadline to Apply:
2024-04-28
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence,
accessibilityrequest.hr@mcgill.ca.

• Actively support the Chairs with academic planning and the fulfillment of priorities for the teaching Departments of the Schulich School of Music: Music Research and Performance.
• Plan, organize, supervise and perform administrative activities supporting the daily operations of the units related to budget/finance, workloads, course offerings, enrollment, course evaluations, scheduling, human resources and accounting/payroll.
• Supervise the departmental Administrative Assistant in managing the day-to-day office administration of the units (includes indirect supervision of the departmental Student Affairs Coordinator).
• Supervise the unit’s Scheduler regarding entrance auditions and exam/recital scheduling as well as administration of the Practical Instruction process.
• Oversee the coordination of workflow within the units regarding academic and administrative processes. Ensure process and procedures are well documented and updated.
• Develop and implement procedures, controls and record-keeping systems for the unit.
• Oversee the human resources for the unit. This includes advising on union matters, academic hiring and related procedures, payroll compliance, online forms and records of employment.
• Provide guidance pertaining to the collective agreements such as; MCLIU, AGESM, AMUSE as well as resolve issues surrounding those various collective agreements.
• Foster positive working relationships and liaise with other units (e.g. other Schulich School of Music units, Enrollment Services, Academic Personnel Office) as well as external organizations (e.g. Marianopolis College).
• Analyze administrative problems, determine course of action, and provide advice to faculty, department or unit on problem resolution. Act as advisor to Area Chairs and Program Coordinators.
• Analyze the financial operations of the units. Ensure accurate and efficient recording of the units’ financial position. Participate in budgetary planning and recommend budget allocations, prepare and submit operating budgets and other financial reports (e.g. monitor operating funds, correct discrepancies, and assist the Administrative Assistant in providing regular reports to the Financial Officer and Chairs).
• Actively support the Chairs on matters relating to merit, sabbatical projections and decisions.
• Provide support and guidance on various special projects and new initiatives such as: implementation of R2R (Work Day), Banner/Minerva upgrades, logic for webforms and database development for Schulich School of Music
• Attend and actively participate in various meetings, training and events. This includes, but is not limited to: Faculty Council, Performance Council, Music Research Council, Performance Area Chairs (PAC), Music Research Area Chairs (MRAC), Academic Committee on Teaching and Programs (ACTP), etc. Makes recommendations and provides solution